Assistant Manager - Human Resources & Administration

Role Purpose

To manage end-to-end plant administration, contract labour operations, statutory compliance coordination, employee relations, and industrial relations activities to ensure smooth plant operations, legal compliance, and a healthy work environment.

Key Responsibilities

1. Plant Administration

• Ensure overall housekeeping and hygiene standards across the plant premises.
• Manage canteen operations and ensure quality, hygiene, and employee satisfaction.
• Coordinate employee transportation and vendor management.
• Arrange hotel bookings and travel logistics for visitors, auditors, and employees.
• Coordinate plant engagement activities, sports events, celebrations, and welfare initiatives.
• Monitor administration vendors and ensure adherence to service level agreements.
• Ensure timely resolution of administration-related employee concerns.

2. Contract Labour Management

• Track daily contractual manpower deployment across departments.

• Coordinate manpower allocation, adjustment, and reshuffling based on production requirements.

• Conduct daily meetings with contractor supervisors for manpower planning and issue resolution.

• Verify contractor attendance, deployment records, and productivity reports.

• Scrutinize contractor bills before processing for payment.

• Monitor contractor statutory compliance documents including:

• PF

• ESIC

• Bonus

• Wage Registers

• Labour Licences

• Insurance

• Ensure contractors comply with all statutory and company requirements.

3. Statutory Compliance & Government Portal Management

Manage and coordinate statutory filings, renewals, and compliance through various government portals, including:

• DISH (Directorate of Industrial Safety & Health)
• Labour Department Portals
• Employment Exchange
• Provident Fund (PF)
• Employee State Insurance Corporation (ESIC)

Responsibilities include:

• Maintaining statutory records and registers.
• Coordinating inspections by government authorities.
• Timely submission of returns and statutory reports.
• Supporting licence renewals and regulatory documentation.
• Maintaining compliance trackers and audit readiness.

4. Employee Relations

• Handle day-to-day employee grievances and workplace concerns.
• Support disciplinary actions in accordance with company policies.
• Coordinate domestic enquiries and disciplinary proceedings.
• Prepare documentation related to misconduct, warning letters, show-cause notices, suspension letters, and enquiry proceedings.
• Liaise with internal stakeholders to ensure timely closure of employee issues.
• Maintain positive employee relations through effective communication and grievance handling.

5. Industrial Relations (IR)

• Support management in maintaining cordial industrial relations.
• Coordinate and attend meetings with internal union representatives.
• Assist in negotiations and discussions with union representatives.
• Maintain records of union meetings and action points.
• Coordinate implementation of settlements and agreed action items.
• Assist during labour inspections and statutory audits.
• Support management in handling labour-related disputes and industrial issues.

6. Documentation & Reporting

• Maintain MIS related to administration, contract labour, and statutory compliance.
• Prepare daily, weekly, and monthly manpower reports.
• Maintain employee and contractor records.
• Generate reports for management review.
• Ensure proper filing and documentation of statutory and IR records.

Qualification

• Graduate in any discipline
• MBA/MSW/PGDM in Human Resources or Labour Welfare preferred
• Knowledge of Labour Laws and Factory Administration will be an added advantage.

Key Performance Indicators (KPIs)

• 100% statutory compliance within timelines.
• Timely contractor bill verification and processing.
• Effective contract manpower deployment with minimum shortages.
• Housekeeping, canteen, and transport service quality.
• Timely closure of employee grievances.
• Successful coordination of domestic enquiries and disciplinary proceedings.
• Positive industrial relations and effective union coordination.
• Zero major compliance observations during audits and inspections.
• Timely submission of statutory returns and maintenance of records.